How to Avoid Mistakes when Reporting

Posted on 31st August 2017 in The Forecast

Written by Freya Hughes

Ever felt like something’s not quite right? You might remember a few years back, the BBC’s Simon McCoy was centre focus of quite the blunder as he grabbed a stack of printer paper instead of his iPad. On live TV. It had the country in hysterics for a time (especially with the ‘drunk tank’ backdrop), but what happens when you make a mistake on your business reporting?

Cloud automation significantly reduces risk factors in reporting. Using FUTRLI’s flexible date options you can quickly and simply select the appropriate date range for your report, and know the data is correct. Our integration with Xero and QuickBooks Online means you can trust that everything you put in is exactly right.

When you first started out, Excel spreadsheets may have been the best way to keep control of your financial data. As you grow, however, you’ll find you lose control over your transactions. Therefore, it’s best practice to get all of your financial data on a flexible cloud accounting platform from day one.

Even the biggest companies in the world aren’t safe from spreadsheet errors. One memorable example of spreadsheets costing businesses is ‘that time JP Morgan used a manual copy-and-paste model and lost loads of money’, as The Mirror call it. They report that they were attempting to create a new value at risk (VaR) model, which would determine their hedging strategy. “It was reliant on copying and pasting over several spreadsheets. And it also divided rates by their sum rather than their average as intended, meaning the volatility was out by a factor of two, thus lowering the perceived risk of assets.”

Long story short, JP Morgan reported losses of 2 billion dollars that year, so protect your business as soon as you start selling with Xero, QuickBooks, or whichever platform suits your needs best.

Let’s look at how FUTRLI allows you to reduce errors…

In FUTRLI, to reduce errors in reporting, all you need to do is edit your time frame. This is down to the automated data coming in from Xero:

  • Ensure that your card is in ‘Edit’ mode and that the ‘Settings’ tab on the back of the card is selected. This is where you can edit your report’s date range.
  • Clicking the first date range dropdown and then selecting the ‘Custom Period End’ will allow you to select any date to run a report from.
  • Then you need to select how you want to report on your data, and how many periods you need to view. Save it, and you’re done!

From this breakdown, you can see that the only space for error is if you accidentally input the wrong dates. Mistakes are a natural part of life but there’s little to no risk here.

Risk reduction

If you’re new to FUTRLI, using a template will get you going. The templates available (or you can create your own) are versatile, so you can copy them and scale up with automation. It shows you the past, present and future all in one place.

But it’s not just when you’re setting up your reports that you could encounter issues. Once you’ve got your figures into FUTRLI, there are a handful of things you can do (or fail to do) which could impact your data.

If you’re looking at the report and scratching your head it’s definitely time to get your accountant on the phone. FUTRLI allows you to view your reports in a few different ways: pie charts, bar charts, graphs and tables. Visuals often have much more of an impact for people than a ‘wall of numbers’. And considering patterns in figures are more easily identified with visual data, you’ll begin to understand what your numbers mean soon.

Read why people prefer visuals to numbers

It’s good practice to be in the habit of displaying your data in an easy to understand format. From board meetings to team meets, the people involved in your company need to know what your goals and targets are.

If you’re presenting your data visually, then make sure you do the same for your marketing. Why? Because there’s evidence that we process visual information 60,000-times faster than text. Visuals hit viewers in a visceral way, so consider this next time you’re required to present your business to the world.

Make the most of available services

Regular meetings with a management accountant, VCFO or advisory accountant will help you to drill down into your figures and start understanding what they mean. Make sure your meets are frequent, as businesses evolve and shift a lot in short spaces of time.

You’re putting yourself at a massive advantage over competitors by using real-time data. Putting it into a forecast will see you able to make business-changing, confident decisions. Your accountant can help you strategise to meet targets and goals too.

Measure in smaller portions

Measure KPIs shows you a departmentalised break down of how every part and every person involved in your business is performing. If you’re attempting to keep a grip on the ins and outs as a whole, it can become overwhelming so don’t make yourself do harder work than necessary.

Read our beginner’s guide to KPIs

Speaking to Owner of tourist attraction Crystal Castle, Australia, recently Naren King told us he lives remotely in Bali while checking in on his business via KPI measurement. His team of 60 all work towards the same goals, and the managers lead meetings with their KPI results for a given period. Tracking his main revenue streams, he simply logs in to FUTRLI to ascertain how well each department is performing, with a few clicks, remotely. With managers leading with their key metrics, each employee understands their responsibility to the business’ bottom line. Read the full case study with Naren here. Frankly, if that’s not living the dream I don’t know what is!

If you need a bit more help with KPIs, swing by our fully-stocked KPI Library and check out our industry-specific KPI lists.

Using automated software, you’ll know – and be able to trust – that your numbers are accurate and you can use those to strategise your next moves. Because of the nature of business, you cannot afford to be taking risks without knowing there’s a good chance they’ll pay off. We looked into what makes entrepreneurs risk takers or risk averse, which you can read here. The core differences are:

  • A risk taker will gamble their assets in the hope of achievement
  • The risk averse would choose options that mean fewer risks, and prefer familiarity

Start enjoying the buzz of taking risks with the odds in your favour. Get your reporting on the cloud, forecast your future figures, all the while being able to check in on your granular information at the tap of your screen.

 Wave goodbye to mistakes in reporting

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